HomeMy WebLinkAboutFinance October 17 20001
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
PROPOSED 2001 WHATCOM COUNTY BUDGET
October 17, 2000
The meeting was called to order at 10:30 a.m. by Committee Chair L. Ward
Nelson in the Council Committee Room, 311 Grand Avenue, Bellingham,
Washington.
Also Present:
Robert Imhof
Sam Crawford
Absent:
None
DISCUSSION OF THE COUNTY EXECUTIVE'S 2001 RECOMMENDED BUDGET
(AUDITOR, ASSESSOR, COOPERATIVE EXTENSION, TREASURER,
EXECUTIVE, COUNCIL /HEARING EXAMINER)(AB2000 -363)
Pete Kremen, County Executive, introduced the budget. The budget has no
property tax rate increase. The major highlight of the document is the addition of
eight patrol deputies. He looked forward to working with the councilmembers.
They've been very collaborative, cooperative, and helpful in putting the budget
together. He tried to follow the guidelines that the Council gave the administration
during the budget retreat.
Nelson stated many of the councilmembers have not had time to go through
the entire thing. Over the next few meetings, they would have an opportunity to
hear from each department and the non - departmental areas. A County Council
work session is scheduled after the committee hearings.
He thanked Deputy Administrator Dewey Desler for his efforts in assisting
councilmembers with their questions and concerns and helping the councilmembers
understand the administration's direction in developing the budget.
Dewey Desler, Deputy Administrator, stated it has been a pleasure to work
with the County Council on the budget.
Auditor
Finance and Administrative Services Committee - BUDGET, 9/17/2000, Page 1
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Shirley Forslof, Auditor, distributed information including the budget
preparation mission statement for the Auditor's Office and the goals and objectives
of how it fits into the strategic plan.
One question in Councilmember Nelson's memo regarded the specific
objectives from the 2000 budget that will be met or have been accomplished. The
year 2000 was not a normal operating year. They are on their fourth election for
this year. Licensing transactions increased because of Initiative 695. More people
are licensing their vehicles in Washington State than in the past for several reasons.
It has had a large impact on her office.
They put the voters guide for the District Court judges on the website today.
A sample ballot is on the website. The schedule for the general election is also on
the site. She found that the more information that is on the website, the fewer
phone calls they receive. Citizens are using that information. Vote counts go up on
the website as they are updated. All the polling places will be Americans with
Disabilities Act (ADA) accessible by the general election in November. To do that,
6,000 voters had to change their polling places. She updated and modified three
polling places. This is a big priority for the County and the nation. Federal
personnel are evaluating polling places in King and Snohomish County. There is a
big push for that.
She spoke regarding the department's objectives. They are going to be
almost entirely paperless in their recording. Later this year, they will use images
instead of paper documents for recording. The administration recommends
approval of the additional service request (ASR) for barcode scanners, which will
improve accuracy. They will increase the accuracy of the scanned renewal over
keying the information in manually. In 2001, licensing will be a challenge as
volume increases. There will be more people registering, titling, or renewing
vehicles. The license plate replacement program is going on. It takes longer to
replace a plate than to replace only tabs. She made an ASR for additional staffing
that the administration did not approve. They can't do it as quickly when they get
the plates out. The barcode scanners will be a plus.
Other goals are consistent to provide consistent public service. She is always
looking to be more efficient. She is responsible for licensing subagents. She
audited the subagents because of a recommendation from the state Department of
Licensing. The internal auditor made additional recommendations for the
subagents. Her goal is to continue doing what is mandated. Law mandates most of
what she does.
The other additional service objective fits in with Goal 513, to retain a highly
skilled workforce through employee skill development and recognizing the
contribution that a skilled workforce makes to Whatcom County. It wasn't put in
the budget, but she will be back for more funding for elections in 2001. Following
the census the legislative lines would be changed. Precincts will be changed. They
will have additional legal descriptions, new maps, and mailings to voters. The
districting committee could change County Council lines. Any time legislative lines
Finance and Administrative Services Committee - BUDGET, 9/17/2000, Page 2
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are changed, it means that precinct lines could change. They are going to see an
end to the blanket primary as they know it. The legislature is meeting. If they
don't make the changes by March 15, then the courts will make the changes.
There are going to be new election laws, processes, and procedures. Every time
the legislature meets and makes changes, it means more work.
Imhof asked about the second additional service request, and why there is a
$2,000 difference between the requested amount and approved amount.
Desler stated the adjusted range that was requested is not as high as what
the administration proposed. The request was to move the person from range 280
to range 310. The administration recommended an increase to range 300. To do
that, it would have a budgetary impact. If they put the person at a higher range,
the step the person goes into would be lower over the years. Over time, the person
would have a larger salary if he or she stayed in that higher position.
Brad Bennett, Finance Manager, stated the salary resolution is written so that
a person will receive at least a five percent increase in pay. If the person barely
missed the five percent increase, then the person has to go up to the next step. At
range 310, there was a good fit. At range 300, they barely missed the end of a
step, so they had to go to the next full step.
Imhof stated the request was for $2,900, but they are bumping it up to
$4,900. Desler stated the way salary system is written, it goes to a higher salary
level and a higher step on a lower range.
Nelson asked about the decrease for the internal auditor. He questioned
whether it was because of Terry Hinz's leaving, and if she planned to replace the
position. Forslof stated she is planning to replace that position. Kim Herrenkohl is
the internal auditor.
Nelson asked how that would impact the budget, and why there is a decrease
for the internal auditor.
Terry Hinz, Chief Deputy Auditor, stated they changed how they allocate the
salary for the auditor and chief deputy in the cost center so it would be simpler to
account for. Instead of allocating the salaries across all the cost centers, they are
all going to cost center 520 right now. For the amount of work it took to do that
allocation, it wasn't worth it. They made it an administrative cost.
Nelson asked about lack of increase of people registering to vote. Forslof
stated they expect to have 100,000 by this year. Next year, they will do a mailing
to all registered voters to confirm whether they are living at the address they say
they are living. After two federal elections, she will cancel voters if they don't vote.
She may cancel enough voters to offset the increase in those registering.
Nelson thanked Forslof for adhering to the guidelines. She was making a
great attempt to outline specific goals for 2001.
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Forslof stated she would talk to the administration about the extra requests
to put some documents on the internet. The Council's direction is to make
documents more accessible to voters. She will come back to further explore the
possibility of putting ten years' worth of documents on the internet instead of the
few years' worth that are there is now. It creates efficiency for her records and for
the public. There is some funding to make documents accessible to the public from
their homes.
Assessor
Keith Willnauer, Assessor, characterized his success against their goals as
that they've done the job. He has a number of state - required mandates. He does
the job for Whatcom County and 65 other taxing districts as well. They are trying
to comply with individual goals in the area of technology. Two projects are
ongoing. One project is to provide Assessor's Office data online across the internet.
The second project is to support automated mapping and the County's geographic
information system (GIS). The Assessor's Office data online has not yet gone
public, however the project is complete. They are testing it in- house. They want to
make sure it functions specifically and perfectly. The site will be up shortly.
Regarding the automated mapping, they are engaged in cleaning up the
automated maps. They've done six sections. The project is up and running. Some
of the additional service requests are relative to these projects. The automated
mapping project is running into difficulty because of a changing computer format.
They've proceeded under AutoCAD and are performing that function. They are still
working out the details on the technological change.
They are working on a scanning project to get Assessor's Office data imaged
within the office. They are scanning documents now. The project is not complete
because they are working out technical details. They are close to completion of
phase I.
Nelson stated he liked the specifics of the projects that the Assessor's Office
is doing. He asked if the automated mapping includes giving the Planning
Department access. Willnauer stated it does.
Nelson asked when it would be completed. Willnauer stated it would be fully
completed in two years. They have to update an existing set of maps to today's
standards. Second, they have to complete the implementation of the entire
technological interface to develop the ability for the department to do the work,
transfer the work, back it up, and maintain it in the County's GIS system.
Internally, they are already updating the maps. Externally, they are working on the
process of communication, update, and transfer to the County system. The
updating process can be completed within the two -year timeframe or sooner.
Dawson asked if this project would resolve confusion on the fee land /trust
land status. Willnauer stated it is a part of it, but this implementation is much
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more technical. They are talking about lines, automated information, and making
parcel definitions consistent with today's property configurations. They've
maintained accurate, up -to -date parcel configurations with an ink and mylar. Now,
they are trying to convert that information into an automated mapping format.
There is an automated map out there already, but it is six years old.
Dawson stated that there are over 4,000 acres that are not being properly
identified by its trust /fee status. Willnauer stated there is question about the
identification of the information associated with almost any piece of property in the
county. There is some question, and they are having difficulty confirming the
correct status of properties on the reservation predominantly, but also on
properties that are not on the reservation.
Dawson asked what kind of funding he needed, and questioned whether he
sent a letter asking for the correct documentation within a certain time period. If
the person doesn't respond, the property is assumed to have fee land status and is
assessed. If there is a problem, the landowner would come in. Willnauer stated
that is one direction to go. It would force taxpayers into the proof of exemption. It
is safe to predict that litigation is a subsequent possibility in this situation. That is
an issue that needs to be looked at in detail. The cost of what the Assessor's Office
does is minimal to the cost of litigation to support what the Assessor's Office does.
There are a number of avenues the Assessor's Office can use. He's spent a
considerable amount of time communicating with the Bureau of Indian Affairs and
making attempts to communicate with the tribe to clear up the situation by simply
providing correct and accurate information from those entities. Those attempts
have not worked successfully. The question is where they want to go next.
There are still a couple of avenues to address. There is some indication that
actual records do reside at the Bureau of Indian Affairs facility on Portland. If they
want to go to Portland and find them, they might be able to find some of the
answers. He didn't have any knowledge that they necessarily reside at the Everett
Office.
Imhof stated he and others appreciate that the large format Xerox copy
machine that they have now is not a good piece of equipment. Willnauer stated his
requests tend to be in that area.
Nelson asked about the jump in the supplies expenditure. Willnauer stated
the predominant expenditures are for ongoing administrative issues in the office.
He was not exactly sure he could pinpoint the reason for the increase, but he would
find out the answer for the Council.
McShane questioned whether the computer ASR was plugged into the
$19,760 expenditure summary. Five computers for 13 people are not enough.
They may need more computers. Desler stated it is capital outlay.
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Willnauer stated costs for postage, paper, mailings and printing creep up,
and it can have a cumulative effect. They've not purchased anything in
dramatically greater numbers than in the past.
Nelson asked if the appraisal staff all has computer access and use
computers in the field. Willnauer stated they do not. These are work area
computers in the office.
Nelson stated the appraisers are not always in the office. Willnauer stated
that was correct. They are out in the field.
Nelson asked if they should look at the appraisers having equipment out in
the field with them. Willnauer stated they use the computer in the office. He does
not anticipate changes to handheld electronic data in the field. They've been
undergoing a transition into computer -based appraisal methodology. He wouldn't
say that they've been deficient in the past, but that issue is becoming dramatic.
Desler stated the administration reviews the computer use with Mr.
Willnauer. The administration recommends acquiring this and adding it to their
base of computers. The priority levels listed in the budget are from the
departments. Next year, the administration will try to develop criteria, which the
administration will ask the department to use to make the priority listing. Now, the
priorities are different between departments. They will try to develop a more
consistent rating.
McShane stated there was an ASR for Arc Info software in the amount of
$22,000, but the administration recommends approving $14,500. He questioned
the difference. Desler stated the Information Services Division indicated it was a
more reasonable amount.
Imhof stated they could get it cheaper than they thought. Desler agreed.
Willnauer stated he worked with Information Services on the cost, and the
change shows the nature of how things change quickly.
Crawford asked about leasing the Xerox versus purchasing it. Willnauer
stated he looked into that. He did the analysis both ways. Leasing is cheaper in
the short term and more expensive in the long -term. The cost was about $1,000
more to purchase it.
Desler stated the administration recommended a purchase because it is a
better medium and long -term arrangement for the County.
Nelson asked if there were any additional requests. Willnauer stated he
requested an additional full -time equivalent (FTE) employee to do public service
clerical support. This is the third year he's asked for it. It is enough to say public
service and customer support are priorities, however, the operational difficulties are
some of the most difficult tasks he performs. When they are performing good
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public service, it impacts their day -to -day activities. He is finding it increasingly
difficult to hold that recognized level of public service. He was hoping that the
internet may alleviate that situation, but no information supports that theory. In
fact, he expects a spike in public service support. Other legislative changes are
dramatic for this position, especially for the senior citizen program. At some point
when the pressure is too much, it becomes a difficult question of what service goes.
Nelson asked how they measure the pressure from increased public service.
Willnauer stated it is measured in terms of office visits and phone traffic. He is not
currently documenting it, but there has been a dramatic increase. They document
whether they are able to keep up with the operations.
Nelson asked if the person is a clerical person at the counter. Willnauer
stated it is, but would also do operational functions. When that operational
processing isn't being met because of the public service impact, they have to look
at another way to mitigate that. They can't change the programs or program
requirements. They have to administrate senior citizen exemptions.
Nelson stated the Council needs to see the measurement of the increase for
next year's budget.
(Clerk's Note: End of tape one, side A.)
Nelson continued to state that Mr. Willnauer should document what is
happening, the tools he has available to address the public service, how the tools
are working, and whether or not they need additional staffing to meet the
increases.
Willnauer stated he anticipated legislative changes that will have a big impact
on the operational setting. He is also keeping an eye on Initiative 722. If it passes
in November, it will have an effect. One component of I -722 is a public
informational outcry about what is happening. If it passes and they begin to jerk
the assessment administration through a number of new manifestations, the public
service component will collapse.
McShane stated the Assessor's Office staff is quick to respond. He asked if
responding to the public impacts staff who work on the operational programs.
Willnauer stated it does.
McShane stated that isn't well documented. They have a general sense that
people are not being as efficient as they could be. Willnauer stated it is additional
work to document this stuff. It is painful to go through that process, but he
understood that it is appropriate.
Nelson stated they do know what the workload completion rate is. Willnauer
stated he would renew efforts to track and document phone traffic through the
switchboard. He may also begin to document the number of customers who come
to the front counter.
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Nelson stated there are many tools available to provide that information.
Nelson questioned whether Ms. Forslof wanted to discuss any of her ASR's
that were not recommended.
Forslof stated she had asked for a Clerk II. She plans on saving resources
for administrative services. Rather than have staff do microfilming, they will create
compact discs and have the state copies of the microfilm from their CDs. It will
save administrative services costs on microfilming. The Clerk II would process
incoming and outgoing mail and allow higher level employees to do processing.
There is a tremendous amount of customers by the mail. Licensing has gone up by
17.5 percent as of July. This person would open and process mail and answer
phones. There is no way to have someone answer the phones in person. It is not
possible with the customer increase. She would hopefully get a count of the phone
calls. People who make a phone call need some service. The 17.5 percent increase
in licensing amounts to 10,497 transactions. It is a public service. People are
waiting longer to get their documents returned. People are doing more research.
There are more people in the county. She's limited the hours when no assistance is
available, however few people know how to look up a document themselves. She
had a request to put documents on the system. If they can get documents on the
internet, the citizens out there could do some of their own research, but they are
not ready for that yet. She has a proposal to put the documents out there. If they
can get ten years' worth of data on the internet, it would really help. Most searches
are done for documents within ten years. People are waiting longer and longer for
licensing. Phone calls are answered by voice mail instead of in person.
Nelson stated she needed to demonstrate the concern. There are other
concerns regarding document imaging that they may want to look at in the future,
especially if it can be related to a reduction of efforts or time in the department.
She needed to demonstrate how it's going to save the County in the long -term.
Cooperative Extension
Craig MacConnell, Cooperative Extension, stated that their mission is
education. They will see coherence with the County's vision statement. It is a
partnership with the County. They try to transmit relevant and practical
information based on community needs. They are about helping people identify
and solve problems.
Their goals are to build capacity and empower individuals and communities,
empower them to find solutions to local issues, provide information to strengthen
agriculture, enhance the ability of people to manage their resources, and aid in
strengthening the institutions of home and family. There is coherence between the
goals and the strategic plan.
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They do this by going about a needs assessment process annually. All of the
faculty members go through the process to see what is going on in the community,
what the priority needs are, and to attempt to develop programs to respond to the
needs. They look for collaborative work. They've developed a written plan of work
that goes through administrative approval, which identifies the needs, audiences,
behavioral objectives they are trying reach in the community, methods to use, and
how it will be evaluated.
They use 655 volunteers for 55,000 hours.
He spoke regarding his plan of work. For agriculture, the idea is to help the
agriculture remain competitive. The guru of agriculture economics says that the
United States is in tough shape for commodity agriculture. The solution according
to Steve Blank, an agricultural economist at University of California at Davis, is that
technology keeps the U.S. ahead of the curve. They have rapid access to
technology through research. Second, they need to get away from commodity
agriculture and into product differentiation from what is grown in other places in the
world. They try to do that by having a better pest management program, making
sure growers use integrated pest management (IPM) programs, using softer
materials, and having a higher quality and higher efficiency. That comes about
because of the partnership with land grant universities.
They've expanded the Nooksack IPM program to include greenhouses,
nurseries, small farms, and public agencies. There is a strong indication that there
are going to be regulatory requirements that schools implement IPM programs.
The big issue is exposure of children to pesticides. That is what has driven the
Food and Environment Quality Act of a couple of years ago.
They have a successful IPM program in place. They are now able to work
with the school districts and offer them some advice on how to put that in play.
The 4(d) rules for salmon have specified IPM for public parks. They've been doing
a fair amount of research in IPM. They are looking at greenhouses, where there is
a closed environment and gives them better control. They can introduce beneficial
insects. They've tried it in field crops, but it was very difficult to do. They have
preliminary research results in greenhouses that show some success. Compost is a
huge soup of biological organisms. They are finding that they can make an extract
of that, and those biological organisms can compete against some that are
problems. They are in the fifth iteration on this research. They know that the
biggest use of home insecticide is for the crane fly. Homeowners in Puget Sound
use more pesticides than agriculture. Research projects are looking at alternative
approaches to dealing with crane flies.
They've reoriented the master gardener program to focus on environmental
stewardship of landscapes. The master gardeners are picking that up, and they are
counseling people in the community. The focus is alternative approaches.
Regarding nutrient management, they have a demonstration project bringing
technology to the dairy farmers using personal digital assistants (PDA's). The dairy
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farmer in the field can keep track of their nutrient management decisions. They
have easier ways to keep records, which is the key to effective nutrient
management.
He's worked with other agencies on grazing issues. Nutrient management
comes to play. They know that some of the dairy farms have too much nutrient.
Cow numbers go up because of economies of scale, and the land base doesn't keep
track. The answer is export. He has a team of people working on two sides of this.
One side is building the demand for the extra nutrient. They are putting together
turnkey programs for the entire Puget Sound on utilization of compost by home
gardeners and public agencies.
Another part of the team is working on building capacity of the manufacturer
of dairy compost. They are putting this all together in a composite package that
makes sense. The idea is to get some dairy farmers to increase their incomes. A
pilot dairy farm started two years ago. Through word -of -mouth just with
gardeners, the farmer is working five and six days a week in delivering compost to
home gardeners.
Carolyn Rude retired recently, and the position is vacant. Washington State
University (WSU), like most other state agencies, keeps positions vacant for awhile
to generate operational costs. They are now finally ready to start recruiting for that
position. They are going to do a comprehensive community needs assessment.
They are not going to keep the position as it was with Ms. Rude. They need to
know what the needs are for strengthening families in this community today.
Regarding food safety, 53 percent of the people who called the hotline made
a change that resulted in improved safety. Ninety percent of the people who
attended the workshops said they've made changes in their food handling practices
as a result of those workshops.
Regarding 4 -H, young people are learning life skills. There is good data
nationwide that shows youth reduced their risky behaviors as a result of
participating in this program. There are 858 youth involved in a club program in
the county. There is a computer wizard program developed through a grant from
US West and the Whatcom Hispanic Organization. There are some great things
happening. One youth went to the Lynden Senior Center on his own and set up a
computer lab and training program for seniors. At the migrant labor camps,
volunteers set up computer labs to work with migrant youth and their parents.
Kids are teaching adults. That builds self- esteem.
The Challenge Program exposes them to controlled risks. There is good
feedback from school districts. There are ropes courses.
Dawson questioned what amount they charge the schools. MacConnell
stated they don't charge the schools anything. They use volunteers and train
school staff and parents.
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Dawson asked if the schools have to provide the equipment. MacConnell
stated they have a cooperative arrangement with the Bellingham School District for
a permanent ropes course at their environmental learning center. The school
district provides the site. WSU provides the installation, liability, and training for
the instructors.
Dawson stated youth non - profit organizations would like to participate in this
program, but have said it costs quite a bit of money. MacConnell stated it is free.
The non - profit organizations should contact him.
MacConnell continued to state that the sixth grade conservation tours are in
their 40th year. Over 1,100 kids participate.
He spoke on the Environmental Stewardship program. There is a new
position of Water Resource Educator, which deals with water resource issues. They
are starting to see some movement, awareness, and understanding of the Water
Resource Inventory Area (WRIA) 1 process. They are seeing ways that people are
staying engaged in the process. He is hosting four websites on water resource
issues in the county. When they began the WRIA 1 website in July 1999, there
were 3,300 hits to the website. Last month, there were almost 20,000 hits on the
website. It is a fair amount of indication that people are participating. There is a
long way to go to get people really aware of what this is.
Regarding Lake Whatcom, they focus on environmental stewardship around
Lake Whatcom. There was a workshop that had good attendance from residents in
the watershed. They also sponsored the pesticide roundup. People who have
pesticides bring them to the toxics collection site and get a coupon for discounts at
garden centers for appropriate kinds of pest management approaches.
He spoke on salmon and the Endangered Species Act (ESA). Farmers feel
that they've been beat up in the media for doing stupid things environmentally.
They know that an unreasonable amount of the efforts to re- vegetate riparian areas
and other areas fail. They invest a lot of community capital and volunteers. When
they go back to the sites a year or two later, they find high failure rates. They
convened people in the northwest region of the state to talk about this. They
identified competition from reed canary grass as the major cause of this. They
agreed that larger trees would have a better chance in competing. The trees that
are typically being planted have been in the nursery for two years. They cost about
$ .23 each. Larger trees that have spent an additional two years in a field nursery
cost almost $2 each. They now have six farmers who are growing trees for salmon.
They volunteered their land and management to grow these cheap, small trees so
they will have better success in competing. The Whatcom County Public Works
Department bought the small trees. On Earth Day, they used the farmers, granges,
neighbors, and schools to plant 34,000 of those trees. Those trees are going to be
provided to plant in riparian areas in the county.
There are two research plots looking at 24 different parameters on reed
canary grass. There is one plot at Hovander Park and one at Four Mile. The people
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who are involved in restoration activities are looking at them already. They hope to
develop recommendations that will improve some of that success.
Dawson asked if shade kills the reed canary grass. MacConnell stated it
does, but it takes a fair amount of shade, over 60 percent.
Dawson asked if there is any way to kill salmonberry by any way other than
spraying. MacConnell stated this working group identified reed canary grass as the
first to study. They will come back and look at other species.
He spoke on waste management. They have a master composter program
that has received national recognition. It has one of the top compost internet sites
in the country. The traffic they get on that site is phenomenal. They are working
with the nutrient management folks and farmers.
He spoke on general education. Last year, he and Councilmember Nelson
agreed that a good measurable objective was the website. They have very good
data on their website use. They are managing five websites. They measure page
views, which are people who look at specific pages on the site. The number of hits
monthly in June was about 8,500. Three months later, it climbed to almost 9,700.
He doesn't believe that hits are a good measure, however the number of hits
increased from 2,000 to 14,000 in two years. That website takes a lot of work.
They update it about every other day. They did an analysis of the complexity of the
website a few months ago. They had over 600 pages. They will publicize a new
publication, and can see within a number of hours that the number of hits on that
page on the website is climbing.
They have some Whatcom County employees that are anomalies. They don't
fit in any grid or anywhere in the system. Every time he needs to recognize their
increased value, he has to come forward as a special effort. Two years ago when
he talked with Dave Waring, he was asked to do a survey of comparable positions
across the State of Washington. Whatcom County was dead last both in rates of
pay and hours per year. He didn't survey every county in Washington, but almost
all. The master gardener fellow worked for the County for ten years. He is making
a bit more than minimum wage. He is a .2 FTE, and works as a .5 FTE. That is
what it takes to do the work to get those volunteer hours. The master food
preserver position is a .07 FTE, but she works as a .2 FTE. There are equity and
fairness issues. He was unsuccessful in doing his job as chair of his department,
compared to his colleagues across Western Washington. It is sad that Whatcom
County, who gets this level of dedication and support from volunteers, is dead last.
McShane asked if there are two positions that Mr. MacConnell was concerned
about. MacConnell stated there are three volunteers. One is paid out of the Solid
Waste fund. Internally and externally there are equity problems. Their titles of
volunteer managers are not because they volunteer their time, but because they
train and manage the volunteers.
Treasurer
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Barbara Cory, Treasurer, presented a newsletter about the portfolio because
Councilmembers Nelson and Imhof always ask about the portfolio. She stated that
the mission is to get the money and get it invested. They've done a good job of
that. This has been a busy year. This has been the busiest year since 1987. There
are four main systems that include accounting, tax receivable, investment systems,
and cash receiving. This year, they replaced the investment and cash receipting
system. Last year, they suggested replacing the portfolio system. They were
successful in installing the new portfolio management system. Now, they are trying
to evaluate the information they're getting from the system. She hoped it will
provide better information on cash availability to get money invested sooner. She
was pleased with how it is currently working.
The cashier receipting system is the latest system they've replaced. They
began the transition in June. They are still working with the system and having
problems. They are getting into the second half tax collection, and there may be
long lines. She would put up notice that people can pay over the internet. They
have installed different pay options. There are 2,000 participants in the direct debit
program.
Crawford stated they've also introduced the Ezgov payment system, which
has a fee attached. He asked if there is a fee when paying by direct debit. Cory
stated there is not.
Crawford asked why someone would want to pay with Ezgov, with the fee,
instead of direct debit, with no fee.
(Clerk's Note: End of tape one, side 8.)
Crawford asked if anyone has paid through Ezgov. Cory stated they
launched the program in September and have had five payments so far, which is
good. The funds are withdrawn from their bank account.
Cory continued to state that the credit card also has a fee attached. In the
first half taxes, they had about 700 users of the credit card. It has a substantial
fee. It seems to work well for a certain number of people. They have finally
convinced the taxpayers that it's okay to send their tax payments to the lock box
service in Seattle. This year, she had so little mail processed internally that they
thought there was an error. She looked to see the percentage of payments being
processed in- house. When she was elected in 1987, 100 percent of the payments
were done internally. Now, 65 percent of the transactions are outsourced. To have
the lock box service payments processed, it costs the county $ .12 per transaction.
To do it in- house, it costs $ .35 per transaction.
They replaced major systems this year and are still recovering from the
transitions and trying to get the staff used to the new way of doing things. In
2001, she did not request that much money for any major projects. The major
project she requested money for is to enable them to barcode statements. They
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send out 100,000 tax statements per year. They issue about 40,000 duplicate
statements. They can't process the duplicate statements by out - sourcing without
the barcode. They must be done in- house. If they get the barcode, the lock box
service will be able to process most of those payments for the County. It will also
allow them to use the barcode for receipting.
On the cashier receipting system, they previously had to individually receipt
every tax statement that a taxpayer sent into the office. Now, with the new
cashiering systems, they can bring up all the parcels that one owner has, all
accounts will come on one screen, and they can receipt it as one transaction. That
was the major change.
Dawson stated it would save on mailing. Cory stated it would not. There is
an obligation by state law to send a statement to every taxpayer. They don't send
statements to mortgage companies. A goal is to contact major taxpayers and see if
she can encourage them to receive tax statement information by tape and make
tax payment on tape, rather than produce a tax statement.
They are working on cash handling policies. They have policies in place in
draft form. They've had suggestions for changes and hope to be approved by the
end of the year. They are working on developing a manual and getting training in
place for all cash handling. She hoped that would occur by the first part of 2001.
Nelson asked if the goals are to work on the bar - coding for duplicate tax
statements and get the cash handling policies developed. Cory stated they are.
Nelson stated there are increased alternative payment options. He would
rather encourage people to start using those alternatives than begin charging
people to use the alternative options. They need to look at that. Cory stated the
fee was discussed. There was some concern about a gift of public funds. They
would have to get a legal opinion on whether or not they could waive that fee.
Imhof asked if it would be any different than what it costs the County. They
pay the cost to the County or pay the cost to Ezgov. Cory stated that would be
how they justify it.
Desler stated there were a number of hits on the webpage from people
checking out what the County is doing with Ezgov. As of over a week ago, 19,000
hits have occurred.
Crawford stated it is great for checking the tax status of what people own.
Nelson asked how to make it more efficient for Treasurer Office staff. Cory
stated she wanted to encourage people to use the alternatives. Unfortunately they
launched this before the second half of the taxes were due, and they only do one
mailing per year. They don't have funds to do advertising. She will include an
insert in the tax statement next year to make people aware that it is available.
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Imhof stated Ezgov has a promotional program.
Cory stated she was concerned about the FfE reclassifications that were not
approved. There have been technology changes. She is seeing dramatic changes
in the responsibilities of personnel. That is why there is a large increase in the
request for reclassifications. They are changing the way they are doing business in
the Treasurer's Office. That is not recognized fully in the reclassification request
that was made. She had not had an opportunity for talking to the Human
Resources Division about why the request was denied. She also wanted to mention
I -722. If it passes, one interpretation is that there would have to be a tax refund.
The Treasurer's Office would have to make a refund to every taxpayer in the
County. That is going to have a large impact on the Treasurer's Office. Many
taxing districts won't have the funds available to make that refund, so the
Treasurer's Office is going to have to negotiate a loan system with those taxing
districts. The Council should be aware that I -722 is a major issue for the Assessor
and Treasurer.
She also sent a memo to the administration regarding the
Assessor /Treasurer database and their concern about setting aside money for
upgrading the database. The current database has been in place since 1983.
There have been no major changes to the database. No one on staff manages the
system. It is the only major system in the County in which no Information Services
Division staff manages. They need to plan where to go with the database. It is
very important to the operation of the County.
Nelson asked if they need to identify the concern for budgeting. Cory stated
it is a budgeting concern. It was not a concern listed in her initial budget, but was
forwarded in a memo at a later date.
Nelson suggested that Ms. Cory work with the administration to provide the
Council further information.
Crawford asked about the amount budgeted for continuing Ezgov. Desler
stated the County has to pay the cost next September, and it seemed that half a
year's payment was appropriate for the budget. He budgeted $6,000 for the last
half of the year. The following year, if the County wants to make payment, would
budget the full $12,000. The cost next year has to be negotiated with Ezgov. It
may or may not be that high.
Executive
Nelson stated the Executive's Office has no requests.
Desler stated they kept a base level budget. There are no additional services
requests. It is a hold- the -line budget.
Nelson asked about the increases in wages. Desler stated it has to do with
annual adjustments based on Council's decision to adjust wages for all elected
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officials last September. It was never really built into the budget last year. The
amount is for salary wages and benefits for the Executive.
Desler stated the Executive's Office includes 4.5 staff members and the
Executive. Regarding the technology requests, there was a concern that
technology is an issue they need to support. The administration tried to look at it
consistently across County government. The managers say they need higher
salaries because of more computer work. The administration says that computers
are tools that they use. It is only when there is a business necessity to encourage
or work on recruitment of staff that have significant computer programming
systems requirements that they would advocate for adjustments in pay. Those are
primarily Information Services Division staff. The administration is trying to
encourage staff to use computers as a tool to perform the kind of work in their job
descriptions. It may or may not be a popular view.
Imhof stated they are doing an accounting function, whether with a pencil or
computer.
Crawford stated their argument is that, once they've developed the skill the
County paid them to develop, they are worth more money.
Desler stated that is a view of a few. Some people think that more
technology skills equates to more money. Administration feels that technology is
going to be a growing part of the business of County government, and doesn't
mean more reasons for reclassifications in and of itself.
Dawson stated keeping update is part of doing business.
Nelson stated he heard a statement that it creates additional requirements in
the job. That would be something to measure out in the Human Resources Division
and evaluate. They are providing extra duties in relation to that training.
McShane stated his concern was that the County becomes a training ground
for someone else. The County trains them, but doesn't pay them well, so they find
work elsewhere.
Imhof stated that is a concern with techs and other people. The County
couldn't fill the positions, so it adjusted the rate of pay to compete with the private
businesses. Those are legitimate concerns about a certain position. In other
positions, computer skills are only a better tool to do the job.
Desler stated the administration is working on effective approaches to recruit
and retain staff. They will need the Council's help and cooperation. There will be a
discussion about some of these issues soon. It needs to be addressed in executive
session.
McShane stated he was sensitive to equity regarding an across - the -board
recognition of people who the County may have a harder time hanging onto versus
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other employees. Desler stated there are three classes of employees that are
difficult to recruit and retain. They are the top managers, information services
specialists, and accountants. They may also have problems with engineers, but
that is a cyclical problem. The County has not been successful in recruiting and
retaining. They noticed a tremendous drop in applications for positions in the
County. They are trying to think of ways that are not costly to make Whatcom
County a more attractive place to work.
Nelson stated that is not an objective in the Executive's budget. If recruiting
and retaining is a major issue, it should be an objective. Desler stated it is under
the Human Resources Division under the Administrative Services Department. The
strategic plan also recognizes that effort.
Nelson stated there was discussion regarding capital facilities. Desler stated
that is an objective for the Administrative Services Department.
Council /Hearing Examiner
Dana Brown - Davis, Clerk of the Council, submitted a handout listing goals
and objectives. There are four objectives that are ongoing into next year that
include getting the Council packet back on the website, distributing legal results of
the legal review of the Whatcom County Code, codification of Titles 18 and 21, and
writing policies, procedures, and task outlines for the department.
Nelson stated there are nice, clear, and concise objectives that are easily
measurable and understandable. The resources needed were outlined in the ASR's.
Desler stated that as part of the administration's proposal for the Council's
Office, there are certain functions they are seeking to remove, such as the
Washington Community Economic Revitalization Team (WA -CERT) processing.
They anticipate turning over the Forestry Forum activities to the Water Resources
Division after the first of the year. This is one of the few places where the
administration proposes to make an adjustment in staff. It is worth discussing the
issue of having the Council call for fiscal notes when presented with a proposal from
groups, committees, and departments about the actual fiscal impact. Occasionally,
the County Council will get a good idea for something that will have a positive
public impact. When it all plays out and is implemented, the idea presents a fiscal
impact and workload impact on personnel. The administration has an obligation to
point out the fiscal impact. There have been some debates with department heads
about direction given by the Council without consideration of fiscal impacts. The
Council has not been given the benefit of having the actual information about the
impacts when it makes its decision.
Imhof stated the committees that are created start wanting money to do
what they are supposed to do. It is a good idea to know up front what the impacts
will be.
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Nelson asked about staffing of the Forestry Forum. The Forestry Forum will
be playing a larger role. People want to see the Forestry Forum do more work.
There is concern from local residents, foresters, and the Forestry Forum about the
role of the Lake Whatcom Interjurisdictional Committee in developing the landscape
plan. He understood that the Lake Whatcom Management Committee would like to
see the Forestry Forum play a more active role. That is more work. It has a fiscal
impact. He questioned whether the administration has made a decision about that.
If they are going to use Council Office staffing, they will need to look at how that
relationship would fit in with the Water Resources Division. The Council also has
meetings with the Water Resources Division staff. Council Office staff is at those
water resources work sessions providing staffing. The question is how to look at
the adjustments there. It does take the time of the Council's staff for all of that.
Desler stated the administration honored the Council Office's request for the
additional staff person due to the work the Council desired. The administration saw
the additional workload for more work sessions. There is also a growing desire on
the part of the Council to do more and accomplish more. They need staff
assistance to reach out and accomplish those goals.
McShane stated there was discussion about federal money for local decisions
on programs in the U.S. Forest Service lands within Whatcom County. There will be
a demand for staff for that.
Nelson asked if they are projecting a decrease in the forestry taxes
generated through the state lands.
McShane stated they should go up.
Desler stated it is difficult to predict those payments because they are
variable. The administration is trying to be conservative. If they come in higher, it
will be great.
McShane stated this was to establish money that would come in at the same
level every year, so the County will not have that fluctuation. To get rid of that
fluctuation, the County will have to participate locally in project decisions. It will
take staff time.
Crawford stated there is an ASR to pay monthly telephone costs. The
amount is $1,000 per year. He questioned whether the amount in the current
budget is not enough to pay phone bills. Brown -Davis stated that was correct.
Crawford asked about duties of the additional person in the ASR, and who
would do the minutes for the Forestry Forum. Desler stated it may be taken over
by the Water Resources Division. There was a proposal for an additional clerk in
the Water Resources Division to replace a temporary employee. Take the money
put forward to the temporary organization to hire the clerk, who would be
responsible for the Forestry Forum along with the two dozen other committees they
are currently supporting. It is not a significant adjustment in the staffing
assignment. It is ongoing and secure.
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Dawson asked if a part -time employee would work. Brown -Davis stated it
depends on how much the Council wants the Council staff to accomplish. In order
for the staff to do all the things that they are supposed to do, the request is for a
full -time person. The staff is behind on proofing the minutes. The draft minutes
are getting done, but they need someone to proof them to send them back to the
Council or committees. Ordinances and Resolutions are not getting reviewed for
accuracy.
Crawford questioned where the additional staff person would sit. Brown -
Davis stated that the person would sit at the front reception desk.
Nelson stated the Council staff has had increasing demands, and have done
an outstanding job meeting that demand. Although the Council advocates reducing
staffing, the Council has been trying to get more public participation. A lot of
times, that requires staff. That is where the demands are starting to take hold.
They will see more similar demands with the Water Resources Division as the
caucuses get busy.
Imhof stated the performance activity measures show what kind of an uphill
battle the present staff has.
Nelson asked why the amount of copies are increasing, and whether it is a
reflection of the pre- Growth Management Act days. Brown -Davis stated that people
are getting more and more interested in government. They want copies of
everything.
Nelson asked if the public is able to get some of that information through the
internet. He suggested posting a sign in the front office notifying people that they
can have internet access to this information. Desler stated the administration is
working on a plan to put the Council packet on the website again. They are trying
to reduce the size of the packet and take out the extraneous material that doesn't
need to be in the packet. They are working on a more paperless system for how
they process contracts. They have put their major contracts and all of its sections
on the County intranet. A department head will produce a contract summary form
that is reviewed by the necessary departments and finally to the Council Office.
The summary sheet would go into the Council packet for the Introduction and
approval process.
Dawson asked what the public is asking for. Brown -Davis stated the public
usually requests copies of minutes, ordinances, or resolutions.
Nelson stated those types of things could easily be available through the
internet.
Crawford questioned whether the increase from 25 Council meetings to 45
Council meetings is a typo.
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Nelson stated it includes all special meetings.
Crawford asked if the Council is almost doubling the number of meetings
next year.
Imhof stated that amount is about what the Council had this year.
Brown -Davis stated she projected 25 meetings for 2000 in August 1999. The
Council then added monthly meetings of the Water Resources work sessions and
scheduled regular Board of Health meetings. Previously, the number of Council
meetings listed in the budget was strictly for regular Council meetings. Now,
they've added all the other meetings.
Dawson stated the Council used to have weekly Council meetings.
Nelson stated the objective is to reduce the long nights for Council meetings
by having these work sessions to get all the questions answered.
OTHER BUSINESS
Desler stated there is an issue related to a supplemental budget request. He
would send a memo outlining the issue. The administration recently discovered
that the County owns a building on the corner of High Street and Chestnut. It
provides residential services for the homeless and mentally ill. The County
contributes through the Health Department. The building is run by Sun Community
Center. It is one of the few residential care options in the county for mental health
individuals. The County owned the building for over 20 years. Sun Community
Center representatives stated they are having problems with the building. The roof
is leaking and there are a few other problems. The administration encouraged
them to write a grant application, but there will be significant damage to the County
building. He will submit a request to redo the roof and add an amount to do it in
the coming supplemental budget request. He will also request from the St. Luke's
Foundation to do other technical things around the building. It is a building that is
80 or 90 years old. It has 4,000 square feet. It was a family home of Bellingham
Mayor Mark Asmundson. There are four or five similar buildings that need to have
work done.
(Clerk's Note: End of tape two, side A.)
Desler continued to state that he will submit a substitute of the supplemental
budget request they've already submitted.
Imhof stated the County used to own property next to Boss Tweed. He
questioned the agreement now that the City of Bellingham has covered it over and
turned it into their park. Desler stated the administration wants to sell it to the City
of Bellingham. The County paid over $100,000 and it was designed to be used for
parking, but the County may have to sell it or trade it back.
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ADJOURN
The meeting adjourned at 12:55 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
L. Ward Nelson, Committee Chair
Finance and Administrative Services Committee - BUDGET, 9/17/2000, Page 21